Reimbursement Requests

Prior to making a purchase and submitting an expense, please make sure you know the budget for the expenditure. Any non-budgeted expense will need to be approved by a vote taken at a PTA board or association meeting before any reimbursement can be paid.

If you are unsure whether an expense is approved, contact the Treasurer before you spend any money.

To submit your reimbursement request:

1. Fill out a reimbursement request form. These can be found in the orange “Forms” folder stored in the PTA mail slot in the school office, or download it below.
2. Clarify on your form how you’d like us to deliver your check:
   • By mail (make sure to include your mailing address on the form)
   • In your school mailbox (teachers/staff only)
   • Leave at the school office for you to pick up
3. Drop off your completed form with copies of your receipts or invoice attached to the PTA drop box in the office. The PTA drop box is the black metal box mounted on the wall. Please do not put completed forms in the PTA mail slot, and please do not email forms.
4. Reimbursement forms will be picked up from the PTA drop box on the 1st and the 15th of every month.
5. Forms received by the 1st will be paid out by the 15th. Forms received by the 15th will be paid out by the 1st. We make every effort to process your requests in a timely manner but please be mindful that the PTA board is made up of volunteers.
6. Reimbursement forms MUST BE SUBMITTED BY THE LAST DAY OF THE SCHOOL YEAR unless you have made other arrangements in writing that have been confirmed in writing by the Treasurer. Forms received after the end of the school year will be processed in August of the following school year and the expenses must be re-approved. There is no guarantee that the new year’s budget will be able to support the reimbursement.

Please don’t hesitate to reach out if you have any questions:

Download a request form

Paper forms are also available in the orange “Forms” folder, stored in the PTA mail slot in the school office.

How to fill out a request

Special Circumstances

Vendors invoicing PTA directly

You may have vendors invoice the PTA directly, if that is an option. Please keep in mind that expenses should already be budgeted and approved before a vendor begins work they will invoice.

• If the vendor prefers to email invoices, please have the invoice sent to the Treasurer at . You must still submit a reimbursement/payment request form to the PTA drop box, but you may write on it that the invoice has been emailed to the Treasurer (if you did not also receive a copy).
• If you receive a paper invoice, please make sure to include it with your completed form.
• If you received an emailed invoice that was not sent to the Treasurer, please print it and include it with your completed form. If you do not have access to a printer, please forward the invoice to the Treasurer or ask for help printing in the school office.

Field trip transportation

For insurance reasons, PTA cannot directly pay for field trip transportation. If PTA field trip funds are needed to support transportation, PTA can make a restricted gift of funds to the school for this purpose. Please start coordinating with the Treasurer as soon as possible if you think you may need to go this route.